Executive Assistant to Office Vice President

Position: Executive Assistant to the Office of the Vice President
Location : Main Campus - Homewood, AL
Job Type: Staff Full Time
Job Number: FY2600639
Division: Student Affairs for Staff
Department: STA-VP - Student Affairs & Enrollment
Opening Date: 06/16/2026
FLSA: Exempt

Welcome to Samford University's application process powered by Neo Ed!

You can submit an online application by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Posting, click the 'Apply' tab. If this is the first time you are applying using our new online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload a saved document on your computer containing your information, or manually enter your personal information.

This application will be saved and used to apply for future job openings.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to job qualification information. Demographic information is maintained only for statistical reporting and is not associated with individual applications.

It is important that you review any prepopulated information as applications must show all the relevant education and experience you possess. Incomplete applications may not be accepted.
Description

The Executive Assistant provides professional-level support services needed to fulfill the duties assigned to the Vice President and Associate Vice President in a timely and effective fashion. Performance of duties should be in a manner appropriate to the office and tempered with a realization of the need for confidentiality and service to students, which requires dependability, flexibility and adaptability. The Executive Assistant interacts on behalf of the Vice President with all levels of the Samford community, including deans, department heads, faculty, administrators, staff, trustees and external stakeholders.
Job Duties

• Serves as the primary point of contact for internal and external communication on behalf of the Vice President. Manages a comprehensive office calendar for the Vice President and Associate VP, scheduling all appointments and adjusting as necessary to avoid conflicts, as well as coordinating meetings with direct reports, staff, senior administration, and the Board of Trustees.
• Assists with preparing for meetings, presentations, workshops, and reports by preparing and distributing agendas, scheduling facilities, planning menus, arranging catering services, and coordinating preparation of any support material.
• Coordinates divisional meetings, retreats, trainings, and special events.
• Maintains the official files of the Office of the Vice President by properly coding and filing all current materials and archiving material in accordance with the records management policies and procedures of the University.
• Assists with onboarding, personnel documentation, and administrative processes for Student Affairs staff. Administers the division personnel files on all division employees to insure their completeness for evaluation and accreditation purposes.
• Maintains confidential files, records, and sensitive information with discretion and professionalism.
• Provides assistance with communication including marketing and publications, social media and coordination of specific efforts in outreach. Undertakes special projects, as assigned, which may include the management, coordination and preparation of reports, presentations, researching information related to institutional comparisons, policies, practices, or the collection of data on spreadsheets to facilitate analysis.
• Serves as the primary point of contact for financial matters related to the division budget, specifically with accounting, purchasing cards, budget reporting and personnel changes.
• Serves as the primary contact for student affairs funds, monitoring accounts, making distributions, and reporting in accordance with university policies and procedures. Coordinates with university finance offices to ensure compliance with institutional guidelines and responsible stewardship of funds.
• Fulfills other duties as assigned to meet the goals and objectives of the entire Division of Student Affairs.
• Prepares Student Affairs and Enrollment Management Trustee Committee reports and communicates with the committee to confirm scheduled meetings. Communicates with the committee during the process for student organization recognition.
• Provides telephone coverage for office by answering all incoming calls, forwarding calls to the appropriate person, taking comprehensive messages, and placing calls as needed. Regularly receives problem calls of a confidential nature, and ensures all matters are referred to the appropriate office and/or acted upon.
• Assists the Associate Vice President with meeting arrangements, answering incoming telephone calls and addressing inquiries and concerns.
• Oversees equipment and supplies for the office, ensuring equipment is operating correctly and supply inventory is…